VIRGINIA DEPARTMENT OF SOCIAL SERVICES

Lutheran Family Services of Virginia, Inc. operating as enCircle
11818 Rock Landing Drive
Suite 207
Newport news, VA 23606
(757) 722-4707

Current Inspector: Sherry Woodard (757) 987-0839

Inspection Date: Nov. 16, 2020 and Nov. 19, 2020

Complaint Related: No

Areas Reviewed:

22VAC40-131 PERSONNEL 22VAC40-131 PROVIDER HOMES 22VAC40-131 CHILDREN'S SERVICES 63.2 General Provisions. 22VAC40-191 Background Checks for Child Welfare Agencies

Technical Assistance:

22VAC40-131-160.B.3: The licensing inspector made recommendations regarding the format of documentation of reference checks for student interns.

Comments:

This inspection was conducted by licensing staff using an alternate remote protocol necessary due to a state of emergency health pandemic declared by the Governor of Virginia. A monitoring inspection was initiated on November 16, 2020 and concluded on November 19, 2020. The Program Director was contacted by email to initiate the inspection. The agency reported 6 children in care, 18 approved foster provider homes and 2 newly hired employee. The inspector emailed the Program Director a list of items required to complete the inspection. The inspector reviewed 2 complete child records, 5 complete foster home provider records and 2 staff records submitted by the agency to ensure documentation was complete. Board Officers records were reviewed. Information gathered during the inspection-determined non-compliance with applicable standards or law, and violations were documented on the violation notice issued to the agency. The licensee has five business days from receipt of the inspection documents to complete the section entitled "Plan of correction," sign each page of the inspection documents and return to the Licensing Office. The licensee should retain a copy to be posted at the facility. Results of the inspection are subject to public disclosure and will be posted on the Virginia Department of Social Services public website within five business days, regardless of whether or not the Plan of Correction is completed.

Violations:

Standard #:	22VAC40-131-200-G-4
Description:	Based on the review of the Certificate of Approvals for Foster Homes (FH) 1-4 and based on an interview with agency representatives, the licensee failed to indicate the title of the person signing the certificate. Findings: 1.The Certificate of Approvals for FH 1-4 contains the signatures of the individual approving the home however; the certificate does not list the title of the person approving the home. 2.Below the signature, line on the Certificate of Approvals for FH 1-4, the following was typed ?Worker Completing the Home Study.? 3.Upon interview on 11/23/2020, AR-1 stated that the title of the person signing the Certificate of Approval is ?Home Study Contractor.? AR-1 also confirmed that this is also the title indicated on the contracts. 4.The staff listing provided at the initiation of the inspection also list the person signing and approving the home as ?Home Study Contractor.?
Plan of Correction:	Regional Manager and Program Supervisor will review and re-train all staff responsible for home study approval documentation on the requirement to list the title/position of the workers. The Certificate of Approval form template will be modified to reflect this requirement.
Standard #:	22VAC40-131-250-M
Description:	Based on the review of the file for Foster Child (FC)-2 and based on an interview with an agency representative (AR), the licensee failed to arrange a preplacement visit for the child. Findings: 1.A ?Preplacement Narrative? documented that a pre-placement visit was not conducted. 2.Upon interview on 11/23/20, AR-1 acknowledged that no pre-placement visit was completed for FC-2.
Plan of Correction:	Regional Manager and Program Supervisor will review and re-train all staff responsible for placement of children, regarding the guidelines for pre-placement visits. All efforts will be made to ensure pre-placement visits occur, except in the event of an emergency placement.